Formatting a Document

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Chapter 10

• Formatting a Document

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Whats Inside and on the CD?

• In this chapter, you will learn how to format
  text, using features such as
• Bold and italic text
• Different fonts and font sizes
• Paragraph alignment
• Bulleted and numbered lists

3
How do I select different font, font sizes, and
text colors?

• You can use the commands on the Home tab to
  select different text attributes for
• Letters
• Words
• Sentences
• Paragraphs
• Font refers to design or typeface of each
  character
• Limit number of fonts for professional look

4
How do I select different fonts, font sizes, and
text colors?

• Text attributes
• Font
• Font size
• Normal font size 9 12 point
• Range from 8 72 points
• Larger font by typing in number larger than 72
• Bold
• Italic
• Underline
• Text color

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How do I select different fonts, font sizes, and
text colors?

• Selected text
• Change, add, delete formatting options
• When finished, click outside highlighted area to
  deselect it
• Font effects include
• Shadow
• Outline
• Emboss
• Click Editing, Select, then Select All on the
  Home tab to apply any text attributes to entire
  document

6
How do I select different fonts, font sizes, and
text colors?
7
How do I apply bold, italic, and underlining
attributes?

• Use commands in the Font group to apply text
  attributes
• Bold
• Italic
• Underlining
• Typically, youll apply attributes to text youve
  already typed, but you can apply attributes
  before typing new text
• Command buttons both apply and remove attributes
• Hyperlinks are automatically formatted with blue
  text and underlined

8
How do I apply bold, italic, and underlining
attributes?
9
How do I use the Font dialog box?

• Some text attributes are available only from Font
  dialog box, such as character spacing option
• Font dialog box allows applying multiple
  formatting options to selected text
• Use the Character Spacing tab to change the
  scale, spacing, vertical position, or kerning of
  selected text
• The Preview area shows how your formatting
  affects the selected text

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How do I use the Font dialog box?
11
How do I center and align text?

• Left-aligned text
• Positioned straight against left margin
• Appears uneven on right margin
• Centered text
• Positioned between margins
• Typically used for titles

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How do I center and align text?

• Justified text
• Both left and right margins aligned
• Typically used in formal documents
• More professional look
• Right-aligned text
• Rarely used
• Can be useful for headings in a paper, or return
  address in a letter

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How do I center and align text?

• Alignment options apply to entire paragraph
• Click in paragraph to align, then click
  appropriate align button
• You dont have to select all the text
• To center title
• Press Enter key after title
• Click anywhere in title
• Click Center button

14
How do I center and align text?
15
How do I use styles?

• Style consists of predefined formatting applied
  to selected text
• Advantages of styles
• Consistency in formatting
• Recognized by desktop publishing programs and Web
  authoring tools

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How do I use styles?

• Create style
• Styles Dialog Box Launcher
• New Style
• Remove style
• Select text
• Select Normal style

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How do I use styles?

• Delete style
• Styles Dialog Box Launcher
• Right-click style to delete
• Click Delete
• Click Yes
• Click Close

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How do I use styles?
19
How do I add numbering and bullets to a list?

• Bullet is symbol placed before each item in list
• Set off list without implying specific order
• Numbered lists imply order to listed items
• Bullets and numbering work same way
• Select items in list
• Click Numbering button or Bullet button

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How do I add numbering and bullets to a list?

• If list has not been typed
• Click Bullet or Numbering button
• Type list
• At end of list, click button to discontinue
• To remove numbering or bullets
• Select list
• Click appropriate button

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How do I add numbering and bullets to a list?

• Word automatically renumbers list if you add,
  delete, or move items
• If numbering is incorrect
• Select list
• Click numbering button twice
• To change style
• Right-click selected list
• Highlight Bullets and Numbering
• Select a format

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How do I add numbering and bullets to a list?
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How do I add numbering and bullets to a list?

• A multilevel list displays list items in levels
  and sublevels
• Used in outlines and legal documents
• You can apply bullets or numbering after entering
  the list
• Press the Tab key to change a list item to the
  next level down, or ShiftTab to move a list item
  up a level

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How do I add numbering and bullets to a list?

• You can define custom styles for text, numbers,
  and bullets
• Click the arrow next to the Multilevel List
  button
• Select Define New Paragraph
• Change a number manually by right-clicking the
  number and selecting Set Numbering Value

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How do I add numbering and bullets to a list?
26
How do I adjust line spacing?

• Word defaults to single-spacing
• Other spacing options can be applied to
  paragraph, group of paragraphs, or entire
  document
• Space between paragraphs can also be adjusted

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How do I adjust line spacing?

• Double-space document by setting line spacing to
  double-space
• To set line spacing for one paragraph
• Position insertion point in paragraph, click the
  Paragraph Dialog Box Launcher on Home Or Page
  Layout tab
• Select desired line spacing from Line-spacing
  drop-down list on Indents and Spacing tab
• To adjust line spacing for more than one
  paragraph, select paragraphs, then follow above
  guidelines

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How do I adjust line spacing?

• To set line spacing for entire document before
  you begin typing
• Click Editing, Select, then click Select All
• Click the Paragraph Dialog Box Launcher on Home
  or Page Layout tab
• Select line spacing, then click OK
• As you type, text appears with selected line
  spacing

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How do I adjust line spacing?
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How do I use tabs?

• Use Tabs to align text in columns
• Default tab stops every ½ inch
• Tab stops can be changed
• Personal tab stops can be added

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How do I use tabs?

• Many types of tab stops
• Left tab stop aligns text on left side of tab
• Right tab stop aligns text on right side of tab
• Center tab stop centers text at that location

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How do I use tabs?

• Decimal tab stop aligns numbers with decimal at
  tab location
• Bar tab stop places vertical bar at tab location
• Leader line of punctuation characters that
  fills area from text to tab stop
• Typically used in table of contents

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How do I use tabs?

• To clear tab stop
• Click it in Tab stop position box
• Click Clear button
• To clear all tab stops
• Click Clear All button in Tabs dialog box

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How do I use tabs?

• Tab stops on Word ruler bar are represented by
  these icons

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How do I use tabs?

• To set tab stops using ruler
• Click appropriate icon at left end of ruler
• Click location on ruler to set tab stop
• To change position of tab stop, select it and
  slide left or right
• If the ruler bar is not displayed
• Click the View tab
• Select the Ruler option in the Show/Hide group

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How do I use tabs?
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How do I indent text?

• Text can be indented from left, right, or both
  margins
• First line of text can be indented differently
  from rest of paragraph
• Hanging indent will move first line of text more
  to left than rest of text

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How do I indent text?

• To indent a paragraph from left or right
• Click spin box buttons in appropriate Indentation
  box to increase or decrease indent distance
• Check Preview section to see how indentation
  affects paragraph
• To indent first line
• Select First Line from Special pull-down list
• Select amount of indentation from By spin box

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How do I indent text?

• To create hanging indent
• Select Hanging from Special pull-down list
• Select amount of negative indent from By spin box
• Indent settings apply to paragraph that contains
  insertion point
• To apply indent settings to more than one
  paragraph
• Select paragraphs
• Use Paragraph dialog box to set indent

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How do I indent text?
41
How do I add footnotes or endnotes to a document?

• Footnotes and endnotes typically used to add
  comments to blocks of text or cite references to
  other documents
• Footnote appears at bottom of page containing
  corresponding superscript number
• Endnote appears at end of section or chapter

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How do I add footnotes or endnotes to a document?

• Click References tab, click Insert Footnote or
  Insert Endnote button
• Footnote and Endnote dialog box appears
• Click appropriate option
• Delete footnote or endnote by selecting number
  that corresponds to note in text, and pressing
  Delete key
• The References tab contains several tools for
  adding citations to a document

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How do I add footnotes or endnotes to a document?
44
How do I work with outlines and other document
views?

• Word provides several ways to view documents
• Format marks reveal hidden symbols that indicate
  paragraph breaks , spaces , and tab stops ?. To
  display, click Show/Hide toolbar button
• Print Layout View
• Web Layout View
• Outline View
• Change views by clicking one of the View buttons
  in the lower-right corner of document window, or
  clicking View on ribbon
•   

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How do I work with outlines and other document
views?

• Outline view handy for organizing content
• Assign outline levels to each title, heading, and
  paragraph
• View any level of outline to get overview, or
  include all details
• Easy to rearrange sections to streamline
  documents organization

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How do I work with outlines and other document
views?

• Microsoft Word uses following conventions to
  indicate outline levels
• Plus sign indicates heading with subtext
• Small solid circle indicates body text at lowest
  level of outline
• Gray line under heading indicates subordinate
  text not displayed
• Dash indicates heading without subordinate text

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How do I work with outlines and other document
views?
48
How do I create a table?

• A table is a grid of rows and columns
• Cell intersection of each row and column
• Cell can hold text, numbers, or a graphic
• Format an entire table or individual cells
• Place insertion point where you want table
• Click Insert tab, click Table, then click Insert
  Table
• Set number of rows and columns, then click OK

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How do I create a table?

• To add text, click cell, type text
• Word wrap expands size of cell
• Move to another cell using arrow keys, or Tab
  key, or click desired cell
• Select table style from the Table Styles group
  for formatting options

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How do I create a table?

• To insert new column or row
• Place insertion point in cell closest to where
  you want new row or column
• Click Layout tab, choose from among the options
  to specify a placement
• To delete column or row
• Click Layout tab, click the Delete command,
  select from among the options
• To adjust width of column
• Position pointer over dividing line between
  columns
• When pointer changes to , press left mouse
  button and drag column to correct width

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How do I create a table?
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Can I format a document into columns?

• Three ways to format text into columns
• Tabs
• Tables
• Columns
• Columns allow you to fill the left column
  entirely with text and then continue into the
  right column

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Can I format a document into columns?